Executive Assistant

This position is exempt from the State of Delaware Merit System

Recruitment #020123-MUAA23-350100

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Introduction

Make a Difference with DHSS

Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.

We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.

For more information, please visit https://dhss.delaware.gov/dhss/ today!

Summary Statement

This position reports directly to the Cabinet Secretary and provides executive, administrative, and development support. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Cabinet Secretary. The Executive Assistant serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Essential Functions

Essential/Primary Responsibilities:

  • Assists the Cabinet Secretary and Deputy Cabinet Secretary with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
  • Communicates with the general staff on Cabinet Secretary’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the DHSS Leadership Group, and Office of the Secretary and members of DHSS staff. (See Management Support.)
  • Communicates directly and on behalf of the Cabinet Secretary with the legislature, DHSS leadership team and constituents on matters related to programmatic initiatives as directed. (See Board Support.)
  • Conducts research on prospective events and special projects to identify and evaluate current needs and assembles materials needed for the proposals.
  • Drafts reports, letters of support, proposals; prepares and coordinates oral and written communication with the Communications Team.
  • Supports Cabinet Secretary and Deputy Secretary in their external commitments related to the Governor’s Office, including service on boards, commissions, committees and other groups.
  • Assists in coordinating the agenda of the weekly senior management team meetings and Office of the Secretary weekly huddle. Prepares an account of the meetings and designates and follows up on assigned action items.
  • Works closely with the Chief of Staff to ensure alignment between key priorities and the calendars for the Secretary and Deputy Secretary

Secondary Responsibilities:
  • Performs other duties as assigned.
  • Provides assistance as needed to Office of the Secretary operations to include but is not limited to, answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.
 
Accountabilities:
  • Position reports to the Cabinet Secretary and works directly with the DHSS Executive Leadership Team, comprised of the Secretary, Deputy Secretaries, Associate Deputy Secretaries, and Chief of Staff.
  • Works directly with senior level staff both internally and externally, as well as external stakeholders at all levels.

Skills & Abilities:
  • Ability to strategically prioritize information and tasks to meet the demands of a fast-paced and dynamic office environment. 
  • Impeccable professionalism, communications, and interpersonal skills, along with the ability to build relationships with people of diverse background, including stakeholders, including staff, board members, and external partners at all levels. 
  • Proficiency in Windows, including Outlook, MS Word, EXCEL and PowerPoint;
  • Ability to learn new software such as Doodle polls.
  • Ability to conduct research and present data in a succinct and well-written manner.
  • Ability to work independently and with professional discretion.
  • Excellent writing, editing, grammatical, organizational, and project management skills.
  • Ability to work with a broad range of people including Governor’s office, senior staff, legislators, colleagues of the president/CEO and staff, and others.
  • Excellent management, time-management, and problem-solving skills.

Job Requirements

JOB REQUIREMENTS for Executive Assistant
Please attach a resume with your online application or use the resume tab in DEL to provide a detailed description of how your education, training and/or experience meets each job requirement including employer, experience/responsibilities and dates (month/year) of employment/training. Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  1. Bachelor’s degree or equivalent experience with social sciences background and an interest in national and global issues.
  2. Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  3. Experience that demonstrates sound judgment, critical thinking skills, and the ability to proactively offer ideas or solutions for next steps or create process improvements.
  4. Three to five years providing support for upper-level management in a related organization.

Additional Posting Information

Due to a new requirement from the Centers for Medicare & Medicaid Services (CMS) the following mandate is effective January 27, 2022: As a condition of employment, employees providing health care services and/or support services in covered facilities must show proof that they have received the dose of a single J&J dose or the 1st dose of Moderna/Pfizer two-dose vaccine effective date January 27, 2022, and proof of the single J&J dose or the 2nd dose of Moderna/Pfizer two-dose vaccine by February. 28, 2022. Employees may not provide any care, treatment, or other services until proof is provided.  Based on CMS guidance, the date for compliance may extend into March due to the health care facilities high vaccination rate of staff.  If you accept a position with the facility, your Human Resources representative can provide more guidance.  The only exception to these requirements is for those employees granted medical or religious exemptions from the COVID-19 vaccine as recommended by the Centers for Disease Control and Prevention, which may require weekly COVID-19 testing. This will be in effect until further notice.  More information can be found here. 

Due to the confidentiality of the work, the functions of this position should be performed in at the Office of the Secretary.

Occasional downstate travel may be involved.

Conditions of Hire

Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our Job Seeker Resources.

DHSS does not provide employment-based sponsorship.

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Selection Process

The application and resume are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position.  It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties.  For education and training, list name of educational provider, training course titles and summary of course content.   Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email.  Please keep your contact information current.  You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at StateJobs.Delaware.gov.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.  To request an auxiliary aid or service please call (302) 739-5458. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.